Project Management process and guide

Last updated - April 19, 2017

The print version is available below.

The Project Charter is the “initiating” document for a project; it provides the information necessary to make an overall assessment of the project’s purpose, benefit, cost, and success. It will result in a decision as to approval and priority of the project.

A Project Charter must be written for any project:
(1)    costing greater than $100,000 or
(2)    needing over 100 person days of effort/staff time

All sections of the Project Charter are recommended; use of Not Applicable (N/A) should be limited.  Each section contributes to the overall assessment.   

Project Plan
The Project Plan is the “planning” document, and one of the “execution” documents for an approved project; if necessary, it expands on the summary project detail from the Project Charter (communicant plan, milestones/schedule, staff resources, financial costs, risks, etc).  It will guide the execution of the project and will result in a decision to proceed according to plan.

A Project Plan should be considered for any project:
(1)    costing greater than $250,000 or
(2)    needing over 100 person days of effort/staff time

All sections of the Project Plan are recommended; use of Not Applicable (N/A) should be limited.  Each section contributes to the overall understanding of how the project will be executed.  

Project Change Request
The Project Change Request may be needed during the “execution” phase of an ongoing project if a significant change in scope, timing or funding is anticipated.  It will result in a decision as to approval of the change.

A Project Change Request should be considered for any project if a significant change in scope, timing or funding is required.

Project Status / Update
The Project Status / Update may be needed during the “execution” phase of an ongoing project if the project is of long duration or if there have been a number of Project Change Requests.

Project Closeout Report
The Project Closeout Report must be written for any project that has been approved, planned, executed and now “completed”. It offers a review of the project compared to the Project Charter and provides an opportunity to recount lessons learned during planning and execution and will be of benefit to future projects of a similar nature that may be undertaken by the University.
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Support on the Project Management Process is available through the Project Management Support Services Office (please contact Mark Zimmerman at 2-9430 or markz@sfu.ca).